Day-to-Day Usage Guide
Use BookAI effectively every day, from checking appointments to managing your schedule
Daily Workflow
Morning Routine: Start Your Day
Start each day by reviewing your dashboard. This takes about 2 minutes and gives you a complete overview of what's happening.
What to Look For
Overnight Call Types
- ✅Bookings: Check if appointments were created successfully
- ❓Inquiries: AI provided information to callers
- 🚨Emergencies: Review transcripts for urgent matters
Managing Appointments
View, add, reschedule, and cancel appointments from your dashboard.
Viewing Appointment Details
Customer Info
- • Name and contact info
- • Service booked
- • Date, time, duration
Booking Details
- • How they booked (Phone, Webchat, Manual)
- • Notes from AI conversation
- • Call recording link
Adding Appointments Manually
For walk-ins or calls you handle yourself:
- 1.Go to Appointments → Add Appointment
- 2.Fill in customer details
- 3.Select service and time
- 4.Click Create Appointment
Cancelling Appointments
Automatic SMS Notifications
Customers automatically receive SMS when appointments are booked, rescheduled, or cancelled.
Monitoring Calls
Review all calls handled by your AI receptionist, listen to recordings, and read transcripts.
Understanding Call Outcomes
Listening to Call Recordings
- 1.Click on any call in the history
- 2.Click Play to listen to the recording
- 3.Read the full transcript below
Quality Improvement
Review call recordings regularly to see how the AI handles conversations. Use this to improve your AI's special instructions and voice aliases.
Calendar Sync
If you've connected your Google Calendar or Outlook, appointments sync automatically.
How It Works
📥 Incoming Bookings
New BookAI appointments automatically appear in your connected calendar.
🔒 Busy Time Protection
AI won't book customers during times already blocked in your calendar.
Blocking Time Off
Need to block time for meetings or personal events?
- 1.Add events directly to your Google/Outlook calendar
- 2.BookAI respects these blocks
- 3.Customers won't be offered conflicting times
Notifications
Stay informed about appointments and calls through email and SMS notifications.
Email Notifications
| Event | You Receive |
|---|---|
| New booking | "New Appointment: [Customer] - [Date]" |
| Cancellation | "Appointment Cancelled: [Customer]" |
| Reschedule | "Appointment Rescheduled: [Customer]" |
| Daily summary | "Your BookAI Daily Summary" |
SMS Notifications (Optional)
Enable SMS alerts for yourself:
- 1.Go to Settings → Notifications
- 2.Toggle SMS alerts for new bookings
- 3.Enter your phone number
Pro Tips for Maximum Efficiency
Mobile Dashboard
Access your dashboard from your phone to check appointments on the go, review call recordings during commute, and get push notifications.
Multiple Recipients
Add your receptionist or office manager to receive notification emails too. Go to Settings → Notifications → Add Recipient.
Voice Aliases
If customers say "checkup" but your service is "Dental Examination", add voice aliases so the AI understands both terms.
Weekly Review
Check your Analytics (Pro and above) every Monday to review conversion rates, peak calling times, and most popular services.
✅Daily Checklist
🌅 Morning
- Check dashboard for overnight activity
- Review today's appointments
☀️ During Day
- Monitor notifications
- Handle any follow-up calls
🌙 Evening
- Review daily summary email
- Check tomorrow's schedule
Continue Learning
Need help? Contact us at support@bookai.ca